UNIVERSITY of GLASGOW

STUDENT RECRUITMENT AND ADMISSIONS SERVICE

STUDY ABROAD AND EXCHANGE OFFICE SECRETARY

GRADE 4 - £14,356 - £16,618 PER ANNUM

REF 397/01SR

LINE MANAGER: Ms Colette McGowan, Study Abroad and Exchange Officer

ACCOUNTABLE TO: Ms Sharne Procter, Director Student Recruitment and Admissions

Service

THE STUDENT RECRUITMENT AND ADMISSIONS SERVICE

The Student Recruitment and Admissions Service processes applications to Undergraduate and Postgraduate degree programmes and administers European and International exchange programmes. The Service also markets Undergraduate degrees and Postgraduate taught course and research opportunities at the University of Glasgow world-wide, and produces the University's prospectuses, course brochures and other publications. The Service comprises 10 administrative and 12 secretarial staff, split among the following sections: Undergraduate; Postgraduate; UK Recruitment; International Recruitment; Study Abroad and Exchange Office

The Post

The successful applicant will act as office manager within the Study Abroad and Exchange Office, and be the main point of contact for all matters relating to European staff and student exchange. He/She will also be responsible for managing the work of a grade 2 Study Abroad secretary and a part-time student assistant. In addition, they will be required to assist with general office duties within the Student Recruitment and Admissions Service. The nature of work will routinely involve the post holder in daily contact with international students from a wide range of cultural backgrounds. The post holder will report to the Director of Student Recruitment and Admissions Service through the Head of Study Abroad and Exchange Office.

KEY TASK SUMMARY

1. To administer the day-to-day running of European staff and student mobility schemes

2. To monitor the budget connected with staff and student exchanges

3. To assist in the production of activity reports for external bodies e.g. UK Socrates-Erasmus Council

4. To supervise the work of other secretarial and clerical staff in the Study Abroad and Exchange Office

5. To liaise with academic exchange co-ordinators on campus and in partner universities

KEY TASKS

Specific duties to be undertaken by the post holder will include:

Administer the day-to-day running of European staff and student mobility schemes

• act as the first point of contact for staff and students engaged in exchanges with EU partner institutions
• assisting in the promotion of EU exchange programmes to students at Applicant Visits and Open Days and once on course at the University
• maintaining student and staff exchange and study abroad databases and subsequent processing of applications
• maintaining up to date information on partner institutions
• maintaining up to date information on bi-lateral agreements
• inputting of data into the University's Direct Access student record system
• liaise with registry and co-ordinators for production of academic transcripts
• responsibility for secretarial work connected with the Stevenson Scholarship
• assisting the Scholarship Administrator with the administration of the Stevenson Scholarship Scheme
• responsibility for despatching publicity materials in response to e-mail, written and telephone enquiries
• general typing and filing duties connected with European exchange schemes
• Assisting in making travel arrangements for administrative and academic staff
• assist the International Student Adviser in the organisation and running of the European student programme within the International Student Orientation programme

To monitor the budget connected with staff and student exchanges

• working with the SR&AS Financial secretary to maintain records of expenditure against European exchange budgets
• liaise with SR&AS Financial secretary to ensure that student grants are paid and recorded accurately
• liaise with academic staff regarding expense claims

To assist in the production of activity and budget reports for external bodies

• assisting the Head of Study Abroad and Exchange in the production of reports on student and staff mobility for external bodies e.g. UK Socrates-Erasmus Council and European Commission
• collate data for input into annual contract submission

To supervise the work of other secretarial and clerical staff in the Study Abroad and Exchange Office

• Supervise the work of the Study Abroad secretary and part time student assistant(s)

To liaise with academic exchange co-ordinators

• Information gathering from academic exchange co-ordinators in order to produce reports for the European Commission and UKSEC
• Informing academic co-ordinators of any changes in EU exchange procedures
• Arrange annual meetings with all academic co-ordinators

General duties

• General secretarial support within the Student Recruitment and Admissions Service
• Any other duties as required by the Director of Student Recruitment and Admissions Service
• Supervision of reception desk and office rotas

Person Specification

See attached

Trade Unions

By virtue of its agreement with them, the University provides the recognised Trade Unions with the names and departmental addresses of all newly appointed members of staff.

Terms and Conditions

Salary will be on the Secretarial & Clerical Grade 4 Scale £14,356 - £16,618 per annum.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful candidate will be eligible to join the Non Academic Staff Pension Scheme (NASPS)

Applications

Application forms should be submitted to the Human Resources Department (Recruitment Section), University of Glasgow, GLASGOW G12 8QQ. Closing date 12 October 2001.

Notes:

Two occupational referees are required, one of whom should be your present or most recent employer.

It is University policy to approach referees for short-listed candidates in advance of interviews, unless otherwise stated on the Non-academic Application Form.

WHEN REPLYING, PLEASE QUOTE THE REFERENCE NUMBER

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